Executive Assistant for Office Directors

locationsSan Jose, CA, UStime typeFull timeposted onPosted 17 Days Agojob requisition idR-11631Your RoleGensler's San Jose's office is seeking an Executive Assistant with industry-related experience to provide vital administrative support to the office's 2 Managing Directors. This role is seen as a business partner to the Managing Directors through top notch calendar and travel management, client relations, superior software skills and the ability to consistently anticipate/understand the Managing Directors’ needs and then take appropriate action.What You Will DoExtensively manages and organizes executive calendars, continually monitoring changes, handling conflicts, and interfacing with other admins to rearrange or map out meetingsPrioritizes and manages multiple projects simultaneously with the ability to move back and forth with ease.Manages information flow & communications in a timely and efficient mannerMakes sure that each meeting on the calendar has a proper agenda, whether the meeting was initiated by the Managing Directors or not (if it’s not their meeting, responsible for making sure others communicate purpose/expectations)Assume role as “gate keeper” between Managing Directors & other team members. Ensure staff always feel as though Managing Directors are accessible, approachable & invested, while also making sure MD's have manageable schedules.Acts as an important point of contact among executives, employees, clients and external partners & is driven to absorb information so that they can be seen & utilized as an important resource.An extension of the Managing Directors at all times, meaning they must uphold an executive presence, professionalism & good judgement.Builds and maintains excellent client relationship skills; stays on top of relevant client information. This includes interfacing with internal partners and executives.Understands the importance of confidentiality and takes it seriously when part of important correspondence, private conversations, sensitive presentations, and other complex documents. They should consider most all conversations & communications they are privy to confidential.Keeps organizational, project, business files organized and easily accessible for the Managing Directors / exec teamAssists the Managing Directors with submitting expense reports & licensure renewals in a timely fashionManages Outlook contact cards & is responsible for keeping information updated regularly. Coordinates detailed travel reservations and makes sure that changes/problems are resolvedWhen in office, supports Managing Directors w/ client meetings & office meetings in terms of conference room set-ups, food, AV & note taking when needed.Helps to create presentations for All Staff meetings & leadership meetingsBook business travel for Managing Directors when required.Assist with office facilities operations and coordinate with Building Management.Plan and coordinate in-office leadership meetings, events, or networking events with external partners, in collaboration with office manager and studio coordinators.Internal Communications Manages communications from Managing Directors to staffWorks with Managing Directors to craft office wide communications when neededIs comfortable and capable of communicating up to the partners, regional executives and C-Suite level is a professional mannerScheduling + Meeting CoordinationCoordinate office leadership schedules for internal and external contactsCoordinate ongoing meetings with leadership teamAssist with scheduling and agenda for leadership meetingsYour QualificationsBachelor’s Degree is a plus, but not requiredMinimum 10 years’ experience as an Executive Administrative Assistant supporting Executive-Level Management in a corporate environment; experience in the architecture, design or commercial real estate development/brokerage industries strongly preferredHave a genuine passion for providing outstanding support & enjoys administrative tasksDemonstrates taking initiative and following through on planning; capable of anticipating a manager's needs and staying "two steps ahead"Strong problem solving, prioritizing, organizational and time management skills.Ability to work independently with minimal guidanceSuperior verbal, written, and listening communication skills with the ability to anticipate needs and understand big picture  Ability to process, prioritize, and consistently follow-up in a fast-paced environment with a strong sense of urgencyTact and diplomacy, especially when dealing with sensitive and confidential informationIntermediate to advanced skills in MS Office Suite (Outlook, Excel, Word) and the ability to learn new programs and software if necessaryProficiency with Powerpoint and InDesign (Adobe Suite) is strongly preferred to assist in presentation preparation and staying on brand with company identity and level of excellenceAbility to work in the office 5 days per week.Flexibility in work schedules when required to support specific events and needs that ariseActs as a team player and is willing to jump into situations as they ariseFor consideration, please submit cover letter and resume in PDF format.**The base salary will be estimated between $90,000 to $115,000 plus bonuses and benefits and contingent on relevant experience.Life at GenslerAt Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions and hackathons, to “Well-being Week,” our offices reflect our teams’ diverse interests.We encourage our employees to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays and paid time off. We also offer a 401k, profit sharing, employee stock ownership and twice annual bonus opportunities.  Our annual base salary range has been established based on local markets.As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes.   We view our professional development programs as strategic investments in our future.